User Registration and Approval process
A PicassoMD administrator will need to approve new providers (users) when they download the app and complete registration.
User registration:
- New user is able to initiate registration from the following starting points:
- A. User downloads app from AppStore or GooglePlay and clicks “Join”
- B. User receives text invitation from an existing user
- C. User clicks “Join” from PicassoMD website
Initial registration: After downloading the app, the user will enter their basic information via web form (browser view in app for scenario (a) above).
Email verification: After entering their basic information and clicking Next, the user will then receive the following email to the email address they provided:
- ‘Thanks for registering with PicassoMD! Please click below to verify your email and continue your registration.” {Verify Button} (sent via mailchimp)
- Takes user to picassomd.com
- If user is part of existing practice:
- “Your email has been verified. You will receive a text message shortly with a link to complete your account setup.” (send text message to complete registration)
- The new user will automatically be pushed through and able to move to step 2 in app registration and then begin using the PicassoMD app immediately.
- *NOTE: In this scenario, the PicassoMD admin is still responsible for verifying the provider’s practice and license information in the Approvals queue on the PicassoMD web dashboard. [See below- New User Approval].
- If user is not part of existing practice:
- “Your email has been verified and your account is now being reviewed. You will receive a text message when your account has been approved, typically within 24 hours.”
- For new users that register under a new practice that does not exist in the PicassoMD dashboard, the PicassoMD admin will first have to create the new practice on the web dashboard prior to approval. [See: Creating a New Practice]
- “Your email has been verified and your account is now being reviewed. You will receive a text message when your account has been approved, typically within 24 hours.”
- If user is part of existing practice:
New User Approval
Login to PicassoMD web dashboard and choose Approvals on left menu bar
- The most recent pending approvals are located at the bottom of the list.
- Scroll down to the bottom of the page to view the new user’s information pending approval.
- *NOTE: Some users may register, but then not complete step 2 of verifying their email. They will remain in the Approval queue until they have completed the second step of email verification.
- For these users, there is an option to Resend, this button allows the PicassoMD admin to resend the confirmation email for the user to complete registration.
- There is no limit on the amount of times you send this to encourage the user to complete registration.
- New user pending approval: The new user’s information will appear in this order on the Approvals page (from left to right): Last name, First name, email address, mobile number, type (PCP or Specialist), Provider Type, Practice.
- If user is not part of an existing practice: [SEE #2 Create a Practice from the Approval queue after a new user has registered]
- The PicassoMD admin will need to add the bench of PicassoMD Specialists under the practice profile ‘Specialty’ drop down menu using the Specialist bench list.
- If user is part of an existing practice:
- If user is not part of an existing practice: [SEE #2 Create a Practice from the Approval queue after a new user has registered]
- The next step is to locate the new user’s medical license information.
- First, the PicassoMD administrator should determine the user’s primary state of medical practice where the user is licensed. This is typically the same state where the user’s physical practice location exists. For example, if a new medical doctor (MD) joins and his/her primary practice location is in the state of Maryland, then you would go to the Maryland Board of Medicine, License Look-up web page.
- On the License Look-up website, search for the license by entering the user’s first and last name.
- Upon locating the user’s license information, and confirming the license is Active (Expiration dates are listed with license information), then the admin will ‘Print’ → ‘Save as PDF’ and save the license.
- From the Approvals queue → Upload license information under ‘Upload’ blue button
- Once the user’s license document (PDF) is uploaded, it is saved on the PicassoMD web dashboard and no further action is required with the license documentation. Best practice is to delete the user’s license documentation off of the PicassoMD admin’s personal computer once it is successfully uploaded on the PicassoMD web dashboard.
- At this point, the PicassoMD admin will see options to ‘Add’ and ‘View’ to the right of the user’s name in the approval queue
- Add - This is where the admin can upload a profile picture for a user. *Note: This is not standard practice for a PicassoMD admin to upload a profile picture when approving a user.
- User’s are able to add their own profile picture once they are approved and able to log in to PicassoMD app.
- After opening the PicassoMD app, the user clicks the hamburger menu button in the top left corner and then clicks Edit Photo. The user will have to Allow Access to Photos on their device and then can choose a photo to save to their profile.
- View - This is where the PicassoMD admin is able to view the PDF of the user’s professional license documentation.
- *Note: Once the user is approved, the PicassoMD can also view the user’s license information under the user’s profile on the web dashboard.
The final step is for the PicassoMD admin to either Approve or Deny the user’s account.
- Criteria to Approve a new user:
- Practice verified and exists in PicassoMD dashboard
- Provider’s medical license is manually verified by searching on the provider’s state-specific medical/ nursing board website.
- Criteria to Deny a new user:
- Unable to verify provider’s medical license.
- Individual is not a provider (MD, DO, NP, PA) *Note: This most often occurs when a non-clinical team member (i.e. administrator) wants to learn more about PicassoMD and attempts to download the app.
- After clicking ‘Approve’, the user’s account is approved and the user can log in to the PicassoMD app and begin use.
- The user will receive a welcome text at this point if they have not already received it (users that were not part of an existing practice). Remember: Welcome text is sent immediately after email verification for users from an existing practice or after admin approval for users from a new practice.
- Welcome text links the new user to the app to complete the in app registration process and then begin using PicassoMD.